BRF (University Health Hospitals) Web nVision Reports 9 1 (University Health Hospitals) ... 6. Click the PS/nVision menu. Training Guide ... Click the nVision Report Request tab

BRF (University Health Hospitals)

Web_nVision_Reports_9_1

Version Date: January 2014

Training Guide

BRF (University Health Hospitals) Web_nVision_Reports_9_1

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Training Guide BRF (University Health Hospitals)


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Table of Contents BRF (University Health Hospitals) Web_nVision_Reports_9_1 .................................. 1

BRF (University Health Hospitals) Processing nVision Reports (Excludes Prompts) ........ 1 BRF (University Health Hospitals) Process Basic Reports - Web Method ............................................ 1 BRF (University Health Hospitals) Process Basic Reports - Window Method .................................... 25 BRF (University Health Hospitals) Enable DrillDown Feature (Optional) .......................................... 35 BRF (University Health Hospitals) Perform DrillDown ...................................................................... 40 BRF (University Health Hospitals) Process Reports - Output type PRINTER .................................... 53 BRF (University Health Hospitals) Process Reports - Output type E-MAIL ....................................... 57 BRF (University Health Hospitals) Process Reports - Output type E-MAIL (User may enter text in the

body of email) ....................................................................................................................................... 65

BRF (University Health Hospitals) Processing nVision Report (Includes Prompts) ......... 71 BRF (University Health Hospitals) Process Prompt Reports................................................................ 71

BRF (University Health Hospitals) Appendix ....................................................................... 80 BRF (University Health Hospitals) Procedure for Enabling Macros .................................................... 80



Page 1


BRF (University Health Hospitals) Processing nVision Reports (Excludes Prompts)

BRF (University Health Hospitals) Process Basic Reports - Web Method

Procedure

In this topic you will learn how to Process Basic Reports - Web Method.

NOTE: Web nVision is only available in the RPT database.

If you experience issues with nVision Reports, contact the PeopleSoft Financials Functional

Support Team for assistance by opening a Help Desk Ticket.

Step Action

1. From the PeopleSoft 9.1 Launcher, select the following:

PeopleSoft System: Financials

Database: PS9 Financials Report (PS9FSRPT)

Application: PeopleSoft

Training Guide


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Step Action

2. Click the Start button.

3. A warning message displays to remind you that this is not the Production database.

Click the Yes button.



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Step Action

4. Click the Main Menu button.

5. Click the Reporting Tools menu.

6. Click the PS/nVision menu.

Training Guide


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Step Action

7. Click the Define Report Request menu.



Page 5

Step Action

8. Enter the desired information into the Business Unit field. Enter "BRFHS or

BRFHM".

9. Click the Search button.

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Step Action

10. A list of the available reports for that Business unit will display.

Now, select the report you want for this particular business unit. In this example, we

will run the Hospital Revenue and Expend Report.

Click the REV_EXP link.

11. This page is divided into three main sections:

1. The Report Request Section;

2. The Report Date Section; and

3. The Output Options Section.



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Step Action

12. The Report Request Section

The top section includes the Business Unit and Report Request Name, Descriptive

Report Title, and the Layout name that is utilized by the Report Request.

To the right are links that allow users to copy the report request (based on user's

security), Transfer (navigate) to Report Books, navigate to the Process Monitor and

navigate to the Report Manager. An additional link allows users to Share private

report requests with other users (security based).

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Step Action

13. The Report Date Section

Includes the “As of Reporting Date” and the “Tree As of Date”. Typically, the “As

of Reporting Date” is either the “Business Unit Reporting Date” or the selection of

“Specify” which allows the user to enter a specific date for the report. The “Tree as

of Date” will typically be set to “Use As of Reporting Date”.

A check box displays below the Tree As of Date line that reads, "Override Tree As

of Date if Specified in Layout". This box will always remain checked.



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Step Action

14. The Output Options Section

Output Type: Allows the user to choose the output type of Web, Window, File,

Email, or Printer. For this example, the output type of Web is used. The output type

of Window (most commonly used) will be demonstrated in the next exercise and in

the example for the Drill feature. An example of sending a report via email will

follow the Drill example.

The Output format will always be Microsoft Excel, .xls: The other option,

HTML, will produce reports; however, the formatting is incorrect.

Training Guide


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Step Action

15. Click the Scope and Delivery Templates link in the Output Options section.

16. The options displayed on this link's subpage are determined by the Output Type

selected on the Report Request tab. The examples in this screenshot are based on the

output type of Web.

• The Report Scope Box will contain the Scope name if one is used with the Report.

Scopes are used to create multiple report instances based on a set of parameters.

There are no reports that use Scope for the University Health Hospitals. • The Folder Name will not be used for web based report distribution within the

repository. This option only displays if the Output Option Type is Web.

• The Directory Name Template box will be used to identify the file location if the

File output type is selected. The Output Type of File is not a valid option for the

University Health Hospitals.



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Step Action

17. • The File Template is used to identify the file name that will appear in the Report

Repository. This option will display when the Output Options Type is File, Email,

or Printer.

• The Content Description Template is also used to identify the file name that will

appear in the Report Repository. This option will display when the Output Options

Type is Web or Window.

NOTE: The variables currently exist in the Windows version of nVision and will

be carried over to the Web product.

The values displayed in the screen shot use Report Variables. The %RBU%-

%RTT% (Requesting Business Unit - Report Title), the %RID% (Report ID) and the

%SFD%-%RTT% (Scope Field Description - Report Title) are the most common

examples.

• The Security Template will not be used for Web based Report Distribution within

the repository.

Training Guide


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Step Action

18. Most often, users will not make any changes to this subpage.

Click the OK button.

Step Action

19. Click the Advanced Options tab.



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Step Action

20. Generally, you should not need to change any of the settings on this page.

Click the Enter Delivery Template Options - View All link.

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Step Action

21. This page includes all of the entry boxes from the link on the Report Request page,

plus a File template and an Email template.

The File template box is used to name the .xls field. NOTE: This feature is not

currently used for the University Health Hospitals.

The Email box would be used only if the report output type is set to Email.




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Step Action

22. Click the LSU Define Prompt tab.

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Step Action

23. This page allows the user to enter the prompt values for the reports that use run-time

prompts. Fields that are bold are required prompt values for the report. In this

example, the report is a basic one; not using any prompts. Thus, there are no

required fields for entry.

Click the nVision Report Request tab.



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Step Action

24. Click the button to the right of the Type field.

25. Click the Web list item.

26. NOTE: Every report must be saved before running the report.

Click the Save button.

27. Click the Run Report button.

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Step Action

28. On the Process Scheduler page, click the button to the right of the Server

Name field.

29. Click the PSNT list item.

30. Click the OK button.

You will be returned to the Report Request page.



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Step Action

31. Click the Process Monitor link.

Training Guide


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Step Action

32. Click the Refresh button until Run Status = Success and Distribution Status =

Posted.

REMINDER: Wait at least 15 seconds between each time you click the Refresh

button.

33. Click the Go back to Report Request link.



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Step Action

34. Click the Report Manager link.

Training Guide


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Step Action

35. The Administration tab should be the active tab.

A list of reports for your userid displays. The uppermost report in the list is the most

recent one. To open a report, click the report name link in the Description column of

the page.

NOTE: The information displaying in the Description column is the result of the

specification in the Content Description Template box on the Report Request

page.

Click the Hospital Revenue and Expend link.



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Step Action

36. A new window opens and the report displays in an Excel window.

Click the Maximize button in the upper right corner of the report to expand the

spreadsheet to fill the window.

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Step Action

37. Some reports include Macros and you may receive a Security Warning pop-up.

Click the Enable Content button.

NOTE: The window may be minimized on the desktop.

38. A Security Warning message will display.


39. Click the Close button.

40. Click the Don't Save button.

41. This completes Process Basic Reports - Web Method.

End of Procedure.



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BRF (University Health Hospitals) Process Basic Reports - Window Method

Procedure

In this topic you will learn how to Process Basic Reports - Window Method.

NOTE: The Window method is the most commonly used output for nVision reports.

Step Action




Step Action


Training Guide


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Step Action


BRFHM".

Step Action




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Step Action

7. A list of available reports for that Business Unit is displayed.

Now, select the report you want for this particular Business Unit. In this example,

you will run the Balance Sheet Detail Report.

Click the BSDETAIL link.

8. This page is divided into three main sections:

1. The Report Request Section;

2. The Report Data Section; and

3. The Output Options Section.

9. The Report Request Section

The top section includes the Business Unit and Report Request Name, the

Descriptive Report Title, and the Layout name that is utilized by the Report Request.

To the right are links that allow users to copy the report request (based on user's

security), Transfer (navigate) to Report Books, navigate to the Process Monitor, and

navigate to the Report Manager. An additional link allows users to Share private

report requests with other users (security based).

Training Guide


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Step Action

10. The Report Date Section

Includes the "As of Reporting Date" and the "Tree As of Date". Typically, the "As

of Reporting Date" is either the "Business Unit Reporting Date" or the selection of

"Specify" which allows the user to enter a specific date for the report. The "Tree As

of Date" will typically be set to "Use As of Reporting Date".

A checkbox displays below the "Tree As of Date" line that reads: "Override Tree As

of Date if Specified in Layout".

Step Action

11. The Output Options Section

Output Type: Allows the user to choose the output type of Web, Window, File,

Email, and Printer. For this example, the type of Window will be selected.

The Output format should ALWAYS be Microsoft Excel, .xls. The other option,

HTML, will produce reports however, the formatting is incorrect.



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Step Action


13. Click the Window list item.

14. No other changes are needed on the page with the Output Options Type set to

Window.

Click the Save button.


Training Guide


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Step Action

16. Click the button to the right of the Server Name field.



19. As the report begins to run, a pop-up window displays. It will display the status of

the report: Queued, Processing, Success, Error, etc.



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Step Action

20. When the report processes to "Success", the pop-up window enlarges and a new

Excel window displays. Sometimes, the report that opens will not be maximized.

Training Guide


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Step Action

21. Click the Maximize button.

22. You may print the report or perform any nVision drills or Excel functions on the

spreadsheet as desired.

23. Many nVision reports include Macros to perform tasks within the spreadsheet. On

these reports, a Security Warning will display at the top of the spreadsheet indicating

that the Macros are disabled.

If the message appears, click the Enable Content button to enable Macros.

24. A pop-up Security Warning message displays.


NOTE: There is a method to enable all of the macros within Excel for your

computer. The instructions to perform this task are included in the Appendix to

this guide.

25. After enabling the Macro content and pressing the Yes button, you are returned to

the spreadsheet. The Security Warning message has disappeared and the Macros

included in this file are enabled.



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Step Action

26. Notice the grey taskbar at the bottom of the screen. To the right of the Start button,

there are 2 Internet Explorer icons for PeopleSoft and an Excel icon. The Excel icon

is active.

To navigate back to the report request in PeopleSoft from Excel, simply click the

Define Report Request icon.

27. The second Internet Explorer icon, nVision-Report - NVSRUN...is for the

processing window that was opened while running the report. This is no longer

needed and should be closed.

Right-click the nVision-Report - NVSRUN button.

Training Guide


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Step Action

28. Click the Close Window list item.

29. The processing window closes, leaving only the Report Request window available in

Internet Explorer.

Click the Define Report Request button to navigate back to the Report Request

page.

30. Click the Excel button in the taskbar to navigate back to the Excel spreadsheet.



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Step Action

31. Click the Office button at the top left of the Excel window to close the window and

exit Excel.

32. Click the Exit Excel button.

33. Click the No button.

34. This completes Process Basic Reports - Window Method.

End of Procedure.

BRF (University Health Hospitals) Enable DrillDown Feature (Optional) DrillDown is a feature that allows users to get more information on data contained in the report.

Before performing the very first drill on any report, the drilldown (Drill to PIA) feature must be

enabled. Once enabled, the drill feature will be available any time you run a report with nVision.

NOTE: This feature should be enabled at the PSDesktop level. If the feature is not available,

follow these steps to enable drilldown.

Procedure

Training Guide


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In this topic you will learn how to Enable DrillDown Feature.

Step Action



Step Action

3. Click the Report Manager list item.



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Step Action

4. Select a report and click the appropriate Description link.

In this example the Balance Sheet Detail report is used.


6. If the Add-Ins menu is not available to you, then the DrillDown feature must be

enabled. Once enabled, an Add-Ins option will be added next to the View option on

your ribbon.

Click the Office button.

Training Guide


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Step Action

7. Click the Excel Options button.

8. Click the Add-Ins link.

9. Click the DrillToPIA list item.



Page 39

Step Action

10. Click the Go button to the left of the Manage field.

11. A small pop-up box displays.

Click the DrillToPIA option.

Training Guide


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Step Action


13. You are returned to your spreadsheet. DrillDown is enabled and a new menu option,

Add-Ins, now displays on your ribbon.

14. This completes Enable Drilldown Feature.

End of Procedure.

BRF (University Health Hospitals) Perform DrillDown DrillDown allows users to gather additional information on the data contained in a report

produced by nVision. In essence, users get a "peek under the hood" to see what information

comprises the results displayed in the report.

DrillDown

Must be performed on cells that are at the intersection of a column and a row;

May only be performed on cells that contain a number, not a formula;

May perform additional drilldown on drilldown results; and

Budget data is not presently drillable.

While reviewing the results of a report, you determine that you would like to get additional

information; perhaps look at the individual period totals for an account or the Accounts Payable

Detail for an account. DrillDown is the feature utilized to get this additional information.



Page 41

Procedure

In this topic you will learn how to Perform DrillDown.

Step Action

1. While navigating through the spreadsheet, it is recommended that users "Freeze

Panes" so that the row and column headers remain visible.

Click the cell located directly below the Current Balance column header.

2. Click the View tab at the top of the Excel screen.

3. Click the Freeze Panes option.

Training Guide


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Step Action

4. Click the Freeze Panes list item.

5. In this example, you will drill on the Inv-Warehouse row and the Current Balance

column; in the Account Assets Section of the report.

Click the Down button of the scrollbar.

6. Click the Inv-Warehouse row cell in the Current Balance column.



Page 43

Step Action

7. Click the Add-Ins tab at the top of the screen.

8. Click the nVisionDrill option on the left of the Excel screen.

Training Guide


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Step Action

9. Click the Drill list item.



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Step Action

10. A new PeopleSoft (Internet Explorer) tab opens. This tab contains the various drills

that are available for use. Press the yellow Run DrillDown button to the right of the

desired drill. In this example, the Breakdown by Account and Department drill is

selected.

NOTE: The Type: selection box at the top of the page displays Window so that the

drill runs to the output option of Window. For drills, this is the default. The other

option is Web, which would run the drill report and post it to the report repository.

Training Guide


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Step Action

11. Click the Run DrillDown button for the Breakdown by Account and Dept option.

12. When a report is run with the output type of Window, the nVision drill menu is

replaced by the status window. Once completed, the status of "Success" displays in

the window. At the same time, a new Excel spreadsheet window is created that will

display the drill results.

13. The Drill opens in a new window.

Press the DR_xxxxx_xxxx window at the bottom of the page if it does not maximize

automatically. Or, if the window opens but the files are not full screen, you may

press the maximize icon to enlarge the file on the screen.


NOTE: Once the drill window is maximized, you may print the spreadsheet,

perform any Excel functions, or even perform an additional drill.

15. Once you are finished with this drill file, you may close it by pressing the lower

most X at the top right of the page.

Click the Close Window button.



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Step Action


17. You are returned to the original nVision report file where you may perform

additional drills if desired.

Training Guide


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Step Action

18. In this example, you will drill on the Prepaid Expense-Insurance row cell in the

Current Balance column. The drill option you will use is BRF Hospitals Journal

Drill.

Click the Down button of the scrollbar.

19. Click the Prepaid Expense-Insurance cell.

20. The Add-Ins menu is already displayed, so there is no need to select it.

Click the nVisionDrill menu.

21. Click the Drill list item.



Page 49

Step Action

22. Click the Run DrillDown button for the BRF Hospitals Journal Drill option.

23. When a report is run in the output type of Window, the nVision drill menu is

replaced by the status window. Once completed, the status of "Success" displays in

the window. At the same time, a new Excel window is created that will display the

drill results.

24. The Drill opens in a new window.

Press the DR_xxxxx_xxxx window at the bottom of the page if it does not display

automatically. If the window opens but is not maximized, press the maximize button

to enlarge the report.

Click the Maximize button.

Training Guide


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Step Action

25. In many instances, users will want to filter the drill results to limit the data by a

specific department, fund, period, or other criterion. Autofilter is used to perform

this task.

Click the Data menu.



Page 51

Step Action

26. Click the Filter menu.

Training Guide


Page 52

Step Action

27. Each column heading is now populated with a drop-down arrow.

Click the button to the right of the Journal ID field.

28. Click the Select All option.

29. Click the GAC1013054 option.



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Step Action


31. The spreadsheet now displays only the results for that Journal ID. To return to the

full listing, press the filter arrow next to Journal ID and choose the checkbox next to

Select All.

32. This completes Perform DrillDown.

End of Procedure.

BRF (University Health Hospitals) Process Reports - Output type PRINTER

Procedure

In this topic you will learn how to Process Reports - Output type PRINTER.

Training Guide


Page 54

Step Action

1. Navigate to the Report Request search page as follows:

Main Menu > Reporting Tools > PS/nVision > Define Report Request


BRFHM".




Page 55

Step Action

4. Click the TBDETAIL link.


6. Click the Printer list item.

Training Guide


Page 56

Step Action

7. Click the Save button.




11. On the Process Scheduler Request page, you must select the Type as Printer.

Click the button to the right of the Type field.

12. Click the Printer list item.

13. Once the Type is changed to "Printer", the Format option changes to "XLS" and a

Output Destination field displays.



Page 57

Step Action

14. In the Output Destination box, enter the network printer to which the report will

be sent. If you are unsure of the network printer to which you should send the

report, contact your local PC supporter.

For training purposes only, enter the desired information into the Output

Destination field. Enter "\\lafprnsrv\LANIER".

15. You would then click the OK button to return to the Report Request page. The

report will process and then be sent to the selected printer.

For training purposes only, click the Cancel button.

16. This completes Process Reports - Output type PRINTER.

End of Procedure.

BRF (University Health Hospitals) Process Reports - Output type E-MAIL nVision Reports may also be emailed directly to other PeopleSoft users. The report request is

used to define the user to whom the report will be sent. When using this feature, you will not have

the opportunity to review the report prior to sending it via email.

Procedure

Training Guide


Page 58

In this topic you will learn how to Process Reports - Output type E-MAIL.

Step Action

1. Navigate to the Report Request search page as follow:

Main Menu > Reporting Tools > PS/nVision > Define Report Request


BRFHM".




Page 59

Step Action

4. Click the TBPERIOD link.


6. Click the Email list item.

Training Guide


Page 60

Step Action

7. Click the Scope and Delivery Templates link.

8. On the nVision Email Output page, enter the recipient's email address in the Email

Template field. Multiple user email addresses can be entered, but must be separated

by a comma (e.g. [email protected], [email protected]).

Enter the desired information into the Email Template field. Enter "Recipient's

Email Address".



Page 61

Step Action








Training Guide


Page 62

Step Action

16. Click the Refresh button every 15 - 20 seconds until the Distribution Status is

"Posted".

Click the Refresh button.



Page 63

Step Action

17. Once the Distribution Status = Posted, the system will generate and send an email to

the listed email account with the report attached.

NOTE: The email will be sent from [email protected].

Click the Outlook button.

Training Guide


Page 64

Step Action

18. Double-click the TBPERIOD.xls attachment to view the report.



Page 65

Step Action

19. A new window is opened and the report displays. Once the report is open, you may

perform any drill or Excel function as desired.

NOTE: You may receive a security message if the report is not from a trusted

source.

Click the Close button.

20. This completes Process Reports - Output type E-MAIL.

End of Procedure.

BRF (University Health Hospitals) Process Reports - Output type E-MAIL (User may enter text in the body of email)

Procedure

In this topic you will learn how to Process Reports - Output type E-MAIL (User may enter

text in the body of email).

NOTE: This topic teaches the user an alternate method for distributing reports via email. This

method allows the sender to enter text into the body of the email.

Training Guide


Page 66

Step Action

1. For this exercise, the same Report Request as used in the last lesson will be utilized.

Click the Go back to Report Request link.


3. Click the Web list item.


Step Action






Page 67

Step Action

8. On the Process Scheduler Request page, the Type must be changed from "Default"

to "Email".

Click the button to the right of the Type field.

9. Click the Email list item.

Step Action

10. The Format will automatically change to XLS, and a new link called Distribution

displays when the Type Email is selected.

Click the Distribution link.

11. Enter the desired information into the Email Subject field. Enter "TBPeriod

Training Example".

12. Enter the desired information into the Message Text field. Enter "Please review.".

Training Guide


Page 68

Step Action

13. Enter the desired information into the field. Enter "[email protected],

[email protected]".

Step Action

14. NOTE: The email feature is a great tool. However, it does not allow the sender to

"preview" the report output before sending it to the recipient.




17. Click the Refresh button every 15 - 20 seconds until the Distribution Status is

"Posted".

Click the Refresh button.



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Step Action

18. The report is processed and the system delivers an email to the specified users.

Click the Outlook button.

Training Guide


Page 70

Step Action

19. Double-click the TBPERIOD.xls attachment.





Page 71

Step Action


23. This completes Process Reports - Output type E-MAIL (User may enter text in the

body of email).

End of Procedure.

BRF (University Health Hospitals) Processing nVision Report (Includes Prompts)

BRF (University Health Hospitals) Process Prompt Reports

Procedure

In this topic you will learn how to Process Prompt Reports.

Step Action


Training Guide


Page 72

Step Action



Step Action



BRFHM".

6. The Report Requests for reports that include prompts all begin with the letter

"W". To choose a report request from the available list, enter a "W" in the Report

ID field.

Enter the desired information into the Report ID field. Enter "W".




Page 73

Step Action

8. A list of available Report Requests for the specified Business Unit displays. Scroll

through the list and select the report request called WRVEXPRM.

Click the WRVEXPRM link.

9. Click the LSU Define Prompt tab.

Training Guide


Page 74

Step Action

10. This page is used to enter the prompt values desired to run the report. Each of the

fields that appear in bold print are required for this particular report. The fields that

appear in grey are not utilized in this case.



Page 75

Step Action

11. The Business Unit is required for every report as it defaults in from the Report

Request. The Business Unit may be overwritten on the LSU Define Prompts tab to

request different data for a different Business Unit.

Training Guide


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Step Action

12. When required in a Report Request, the chartfield values may accept wildcards or

partial wildcards. The date fields, when required, must be entered in full.

13. In this example, only the Business Unit, Report ID and DEPTID are in bold text,

thus these are the only fields requiring data. No changes are needed to the Business

Unit.

Enter the desired information into the DEPTID field. Enter "2036380".


15. Click the nVision Report Request tab.



Page 77

Step Action

16. NOTE: The Output Type is set to Window.

Click the Run Report button.




NOTE: After clicking the OK button and returning to the Report Request page,

the nVision Processing Window will display.

Training Guide


Page 78

Step Action

20. Once the report has processed to the Success status, the Excel file opens.

Click the Maximize button.



Page 79

Step Action

21. If the columns do not display all of the numbers correctly, you may adjust the

column width.

Highlight all columns affected by clicking on the column letter in this example,

columns F, G, H, and I.

Training Guide


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Step Action

22. Hover the mouse at the outer end of column I. Drag the column border out until the

columns are wider and the #### are replaced by the dollar amounts.

23. You may print, save or perform any desired drilldowns.

Click the Close button.



26. This completes Process Prompt Reports.

End of Procedure.

BRF (University Health Hospitals) Appendix

BRF (University Health Hospitals) Procedure for Enabling Macros

Procedure



Page 81

In this topic you will learn the Procedure for Enabling Macros.

Step Action

1. Users may choose to enable all macros for Excel/nVision thus allowing all of the

custom macros in the nVision reports to run as desired. The user must enable all

macros through the Trust Center in Excel Options. Once selected, this setting is

retained from PSDesktop session to session. If a user chooses not to enable all

macros, the user would need to enable macros for each file containing macros. Both

methods are detailed in the following steps.

Step Action

2. Enabling All Macros

Click the Office button.

Training Guide


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Step Action

3. Click the Excel Options button.

4. Click the Trust Center menu.



Page 83

Step Action

5. Click the Trust Center Settings button.

6. Click the Macros Settings menu.

7. Click the Enable all macros (not recommended; potentially dangerous code can

run) option.

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Step Action




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Step Action

9. Click the OK button on the Trust Center page.

10. The settings will now be retained from session to session.

11. This completes Procedure for Enabling Macros.

End of Procedure.

Documents

BRF (University Health Hospitals) Web nVision Reports 9 1 (University Health Hospitals) ... 6. Click the PS/nVision menu. Training Guide ... Click the nVision Report Request tab